Staffing Coord

Job Description :

Title : STAFFING COORDINATOR

JOB OVERVIEW : The Staffing Coordinator is responsible for the systems which surround the allocation and management of nursing personnel. He / she is also responsible for knowing and applying contractual guidelines, unit structures, and the philosophy, objectives, and policies of Valley Medical Center.

ROLE : See job description for administrative partner for generic job duties.

AREA OF ASSIGNMENT : Patient Care Services Division

HOURS OF WORK : Variable, as necessary to carry out the responsibilities of the position and needs of the division.

RESPONSIBLE TO : Director, Resource Management

PRE-REQUISITES :

1. Recent staffing experience in a health care environment or equivalent.

Evidence of basic computer education required. Working knowledge of computer programs, including scheduling programs, electronic mail applications, telephone systems, Kronos Time & Attendance system and OneStaff scheduling software program strongly preferred.

Background and experience in customer service preferred.

GENERAL QUALIFICATIONS :

Capable of comprehending, executing and acting within scope of practice; ability to read and understand contractual language.

Demonstrates strong organization skills and problem-solving ability with the ability to coordinate staffing for several units.

3. Neat and well groomed appearance.

4. Demonstrates effective interpersonal skills in a diverse population.

5. Flexible in dealing with people, able to meet the public in a poised manner.

6. Evidence of excellent communication skills; both oral and written.

7. Demonstrated ability to work autonomously.

8. Ability to set priorities, work accurately and organize work efficiently and confidentially.

9. Demonstrates initiative and resourcefulness.

TYPICAL PHYSICIAL / MENTAL DEMANDS, ENVIRONMENT AND WORKING CONDITIONS :

Requires full range of body motion including handling and lifting patients, manual and finger dexterity and eye-hand coordination. Requires standing and walking for extensive periods of time. Requires ability in emergency situations to lift and carry items weighing up to 40 pounds. Requires corrected vision and hearing to normal range. Requires ability to communicate effectively in oral and written fashion. Requires working under changing conditions or working irregular hours. Requires some exposure to communicable diseases or body fluidize and other conditions common to clinical environment. Regular and punctual attendance is as condition of employment.

PERFORMANCE RESPONSIBILITIES :

Generic Job Functions : See Generic job description for Administrative Partner

Unique Job Functions :

Prepares monthly staffing schedule for all categories of staff assigned to the patient care unit.

Assigns staff to units according to cross-training experience, contractual agreements and established budget for units.

Maintains an ANSOS profile of personnel's individual competencies, preferences, and database as evidenced by ANSOS controller reports.

Reviews staffing schedule daily, making necessary request changes, calling in staff and dealing with staffing emergencies.

Prepares schedule for new staff in department.

Coordinates daily staffing with unit charge nurses on all shifts for all units.

Accountable for assigning staff based upon Patient Classification System recommendations.

Collaborates with the unit manager, charge nurse, supervisor to match staffing resource with the needs of the patients.

Effectively communicates daily census and staffing requirements to Director, Resource Management.

Minimizes the use of overtime, double time and other premium pay. Meets staffing needs in the most cost-effective manner while maintaining quality of care and skill mix.

Ensures consistent applications of staffing practices based upon department standards and contractual agreements.

Proactively anticipates and resolves staffing issues.

Maintains knowledge of staffing procedures, records and forms in order to resolve staffing conflicts.

Organizes and maintains staffing and related records so information is accurate and timely.

Updates employee information in automated scheduling system.

Performs general clerical duties as assigned by Director, Resource Management.

Performs other related duties as required.

Maintains an accurate file of MEO (mandatory extra-offs) rotation.

Executes the mandatory extra-off rotation per contractual guidelines.

Appropriately assigns relief personnel, and keeps Director, Resource Management, Unit Managers and Administrative Supervisors informed of assignments.

Makes calls to nursing personnel pools as needed to obtain coverage.

Assists in decisions on granting vacations and leaves of absence whenever a question of adequate coverage arises.

Receives and logs calls for absences, illness, etc., for assign tour of duty.

Keeps accurate up-to-date records of all employees as evidenced by error-free ANSOS input of data.

Notifies the Director Resource Management, Unit Manager, Administrative Supervisor of employee excessive illnesses and absences.

Monitors and documents the scheduling of per diem's according to contractual agreement.

Understands and applies knowledge of contracts when performing staffing office functions.

Provides orientation and training for new management / supervisors / staffing office staff for the OneStaff scheduling system including assigning authority for access.

Completes annual education, in-services and competency skills checklist.

Schedules all float personnel and unit clerks and assists with their assignment to specific areas.

Coordinates use of external agency with the approval of the Director, Resource Management, Unit Managers or Administrative Supervisors.

Responsible for recording & tracking current licensure, CPR, ACLS, PALS & Neonatal Resuscitation for nursing staff.

Demonstrates computer competency skills as evidenced by generated reports 95% of the time.

Analyzes acuity trends on the nursing unit and validates concerns with Director, Resource Management / designee.

Verifies agency licensure, distributes agency orientation / evaluation packet, and enters data into automated scheduling system.

Accurately completes agency billing each week including; reconciliation of agency times sheets and invoice and assigning charges to appropriate cost centers.

Accurately tracks RN NRD time and alerts Director, Resource Management, Unit Managers and Administrative Supervisors when contractual obligation is met.

Consistently distributes all daily, weekly and monthly reports in a timely manner to maximize nursing resources.

Maintains 100% confidentiality for all verbal communication matters within the Patient Care Services Division.

Accepts additional assignments as required from the Director, Resource Management, Medical Surgical services Director and the Administrator of Patient Care.

Kronos :

Accurately completes daily Kronos edits including; reconciliation of agency times sheets, verification of overtime hours and assigning hours to appropriate cost centers to assure contractual obligation is met.

Consistently and accurately completes Kronos time & attendance edits in assigned timeframes to avoid delays in the payroll process.

Job Qualifications : PRE-REQUISITES :

1. Recent staffing experience in a health care environment or equivalent.

Evidence of basic computer education required. Working knowledge of computer programs, including scheduling programs, electronic mail applications, telephone systems, Kronos Time & Attendance system and OneStaff scheduling software program strongly preferred.

Background and experience in customer service preferred.

GENERAL QUALIFICATIONS :

Capable of comprehending, executing and acting within scope of practice; ability to read and understand contractual language.

Demonstrates strong organization skills and problem-solving ability with the ability to coordinate staffing for several units.

3. Neat and well groomed appearance.

4. Demonstrates effective interpersonal skills in a diverse population.

5. Flexible in dealing with people, able to meet the public in a poised manner.

6. Evidence of excellent communication skills; both oral and written.

7. Demonstrated ability to work autonomously.

8. Ability to set priorities, work accurately and organize work efficiently and confidentially.

9. Demonstrates initiative and resourcefulness.